Program Coordinator

Description

Job Title: Program Coordinator

Location: Palo Alto, CA 94304 (Hybrid)

Duration: 12 Months with possible extension - Currently it's marked for 1 year; however, it could go to 5 years depending on budget and performance (Estimated Start Date: 02-Nov-2026; Estimated End Date: 03-Dec-2027)

Number of hours per week: 12 hours, 30% FTE

How many years of experience are required? 2-3 years

Shift timing/schedule: open for discussion

PR Range: $40/hr - $45/hr on W2 without benefits

Job Description:

The Program Coordinator will provide coordination for the TPAR (Training Program in Aging Research) NIH T32 institutional training program. The role supports program operations, governance meetings, trainee and mentor tracking, seminar logistics, data collection, documentation, evaluation support, and NIH progress report preparation. The coordinator provides the administrative infrastructure by ensuring that program records, trainee outcomes, advisory board materials, meeting documentation, and reporting materials are accurate, complete, timely, and available for leadership review and institutional reporting.

To avoid overlap with department-level administration and the Office of Postdoctoral Affairs, this role may assist or act as a liaison in the following areas:

formal postdoctoral appointment processing, reappointment processing, benefits, visa matters, leave administration, payroll, salary setting, employment classification, or HR transactions;

department-level financial management, budget preparation, expenditure approval, grant routing, or official sponsored research submissions;

institutional interpretation of postdoctoral policy or formal employment advising;

trainee employment decisions, scientific mentoring, or performance management decisions;

functions assigned to department administrators like Stanford Research Management Group, or the Office of Postdoctoral Affairs.

Core Responsibilities:

1. Program Operations and Administrative Coordination

Maintain the annual TPAR program calendar, including recruitment timelines, committee meetings, trainee check-ins, seminars, advisory board meetings, internal deadlines, and NIH reporting milestones.

Maintain centralized program files, templates, rosters, forms, meeting records, reporting folders, and operational workflows.

Prepare agendas, meeting packets, attendance records, minutes, action item logs, and follow-up summaries for program leadership review.

Serve as the routine administrative point of contact for TPAR program questions and coordinate timely communication among program leadership, trainees, mentors, committees, and community partners.

May act as a liaison for with de

2. NIH Progress Report and Renewal Documentation Support

Maintain a rolling NIH progress report file throughout the year, including current trainee and past alumni updates, program activities, evaluation data, advisory board input, publications, presentations, awards, grant submissions, and career outcomes.

Coordinate data requests to trainees, mentors, committee leads, and program leadership, and track completion against internal deadlines.

Prepare draft tables, summaries, and supporting documentation for leadership review, including trainee productivity, program accomplishments, training activities, and continuous improvement updates.

3. Trainee Recruitment and Selection Workflow Support

Maintain the annual trainee recruitment timeline and application workflow.

Organize application materials, review packets, interview schedules, selection meeting materials, applicant status trackers, mentor match information, and training track interests.

Maintain recruitment documentation and summary reports needed for program leadership, advisory review, and NIH reporting.

4. Trainee Program Tracking and Milestone Documentation

Maintain a TPAR trainee dashboard with training track, mentor assignments, committee assignments, program milestones, seminar participation, trainee presentations, evaluation status, and completion status.

Collect trainee progress updates on a regular schedule and maintain program-level trainee files.

Track publications, abstracts, presentations, awards, grant submissions, funding outcomes, and career development activities.

Flag missing documentation, overdue updates, upcoming deadlines, or milestone concerns to program leadership.

5. Meeting and Governance Support for Grant-Required Activities

Coordinate and document Executive Leadership meetings, Internal Advisory Board meetings, the annual External Advisory Board review, Programming Committee meetings, Mentoring Committee meetings, Evaluation Committee meetings, trainee advisory meetings, seminar series activities, and annual program events.

Support Internal Advisory Board meetings by preparing agendas, trainee progress materials, mentor-mentee match summaries, program updates, minutes, action items, and follow-up documentation.

Support the annual External Advisory Board review by preparing program review materials, trainee outcome summaries, confidential trainee feedback logistics, recommendation trackers, and documentation of program responses.

Coordinate meeting packets for leadership and committee members, including trainee rosters, progress summaries, publications, presentations, grant submissions, awards, mentor assignments, training track participation, and pending action items.

Maintain formal records of meeting dates, attendance, agendas, minutes, decisions, recommendations, and follow-up actions for program oversight, continuous improvement, renewal planning, and NIH progress reporting.

6. Mentoring Program Support

Track mentor and trainee assignments, mentoring-related documentation, quarterly trainee check-ins or advisory meetings, mentor participation, and mentor training completion when applicable.

Collect trainee feedback using approved program processes and prepare summary materials for the Mentoring Committee and program leadership.

Maintain documentation needed to support mentor review, trainee progress monitoring, advisory board review, and NIH reporting.

7. Program Evaluation and Outcomes Tracking

Maintain trainee and alumni outcomes tracking, including retention, completion, publications, presentations, grants, awards, career placement, and leadership roles.

Compile evaluation data from trainees, mentors, committees, and advisory boards.

Prepare periodic program summary reports for leadership, the Internal Advisory Board, the External Advisory Board, and NIH progress reporting.

Document program changes made in response to trainee, mentor, advisory board, institutional, or NIH feedback.

8. Seminar, Symposium, and Training Activity Coordination

Coordinate schedules and logistics for TPAR seminars, trainee presentations, invited speakers, workshops, annual program activities, and trainee-facing sessions.

Prepare event materials, speaker itineraries, attendance lists, reminders, and follow-up communications.

Track attendance and participation in required TPAR activities and maintain documentation for annual review and NIH reporting.

9. Communications, Data Management, and Program Continuity

Draft routine communications, reminders, meeting invitations, program announcements, and reporting requests.

Maintain contact lists for trainees, mentors, alumni, committee members, advisory board members, and institutional partners.

Create and maintain an operations manual, reporting templates, dashboards, historical records, and shared documentation so program operations are consistent, auditable, and not dependent on individual memory.